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Home My WebLink About7.1 Janitorial Service for Shannon Center 1 D/ o--� V/jam\ AGENDA STATEMENT Meeting Date : June 11, 1984 SUBJECT : Award of Bid for Shannon Community Center Janitorial Service EXHIBITS ATTACHED : Proposed Shannon Center Janitorial Contract RECOMMENDATION : Award Bid and Authorize Mayor to Execute Agreement FINANCIAL STATEMENT : .$10 , 230 . for Fiscal Year 1984-85 . DESCRIPTION : At the regular meeting of May 14 , 1984 the Council authorized staff to accept bids for janitorial service. Staff contacted several adjacent Recreation Departments and other public agencies for recommendations of reliable and competent jani- torial services . As a result, nine bid packages were mailedto referrals. In addition, nine contractors responded to the postings and requested bid packages. In conclusion, a total of eighteen contractors received the bid package. A tour of the Shannon Facility was arranged for interested bidders on May 23rd. Five bids were submitted on May 31st and are indicated below. CONTRACTOR 5 DAY BID 7 DAY BID Barry ' s Janitorial $ 608 . 90/mo. $ 852 . 46/mo. Diamond $ 619 . 52/mo. $ 853 . 18/mo. Nova $ 974 . 25/mo. $1 , 328. 48/mo. Balker & Son $1, 625 . 00/mo. $2 , 281 . 25/mo. QMI $1 , 827 . 00/mo. $2 „324 . 00/mo ----------------------------------------------------------------- ITEM NO . T t COPIES TO: Each Contractor was asked to provide both five ( 5 ) day and seven ( 7 ) day service quotes . In previous years the build- ing was serviced with a full time weekday only janitorial contract. The cost at that time to the San Ramon Valley Community Center, Inc . , was $.1, 583 . 00 per month, ( $18, 996 ./Yr) . Due to the fact that the building is utilized seven (7 ) days per week it is staff ' s recommendation to provide a seven (7 ) day per week contract. The extended days of service will provide improved building maintenance . Staff has conducted reference checks on Barry' s Janitorial, and received favorable recommendations . In addition staff has met with the proposed contractor to assure a common under- standing of the Agreement. Based on the provisions of the Purchasing Ordinance adopted by the City Council, it is re- commended that Barry ' s Janitorial be awarded the bid and that the City Council authorize the Mayor'to execute the Agreement. BUILDING MAINTENANCE CONTRACT SHANNON COMMUNITY CENTER AGREEMENT made this 11th day of June, 1984 , between Barry ' s Janitorial, hereinafter referred to as CONTRACTOR, and City of Dublin hereinafter referred to as the CITY, 6500 Dublin Blvd. , Suite 101 , Dublin, California 94568 . PURPOSE OF AGREEMENT The purpose of this agreement is to state the terms and conditions under which the CONTRACTOR will provide janitorial and cleaning maintenance services for the premises operated by the CITY at, 11600 Shannon Avenue, Dublin, hereinafter referred to as the "building" , or portions as described in the body of this agreement. SERVICES TO BE PERFORMED The CONTRACTOR agrees to perform the janitorial and cleaning maintenance service for the building as described hereto and by this reference included herein . Services shall be provided seven days per week, unless otherwise provided herein. UPSTAIRS : Office/Carpets Shall be vacumed twice per week Shall be cleaned once per year and treated with a soil repellant Cabinet finish shall be protected once per month East Room/Wood Floors Shall be dust-mopped daily Shall be spot-coated with identical polyurethane sealer as needed Do not use any machine applications on this floor Shall be refinished every year with a polyurethane sealer Main Hall/Floors Shall be damp-mopped daily Shall be wax-restored (waterbase) twice per week Floors shall be stripped, neutralized and waxed (waterbase) once per year or more often if needed West Room/Hallway; Main Lobby/Floors Shall be damp-mopped every other day Wax-restored once per week Shall be stripped, neutralized and waxed (waterbase) once per year Caterer ' s Kitchen/Restrooms Shall be damp-mopped daily Wax-restored once per week Shall be stripped, neutralized and waxed. (waterbase) once per year or more often if needed All plumbing fixtures shall be cleaned daily with a germicidal cleaner Ceramic tiles in restrooms should be cleaned daily and sealed (solvent base) once per year Aroma screens or equivalent shall be used in men ' s urinals ' Kitchen appliances and any stainless steel shall be polished once per week to restore to original finish Cabinet finish shall be protected once per month DOWNSTAIRS : Meeting Room/Concrete Floors Shall be damp mopped twice per week Preschool Shall be vacumed twice per week Shall be cleaned once per year and treated with a soil repellant Outdoor play area swept daily and safety checked daily for debris and hazardous materials ENTIRE BUILDING Walls Wallpaper shall be cleaned every two weeks Painted walls shall be touched up as needed Graffiti shall be removed immediately when observed Lower Windows (Under 10 ' ) Entry and lobby spot cleaned daily Entry and lobby thoroughly cleaned once per week Rest of building cleaned thoroughly monthly Upper 'Windows (Over 10 ' ) Shall be cleaned twice per year Light fixtures/Inside Building & Bridge Shall replace all burnt out light bulbs that can be reached by a 6 ' ladder OUTDOOR AREA Entry and bridge area swept daily MATERIALS AND SUPPLIES The CONTRACTOR will furnish all materials and equipment necessary to perform the foregoing services with the exception of hand soap, towels , toilet tissue, seat covers , sanitary napkins , and deodorants , which are to be supplied by the Customer and an adequate supply of which is at all times to be maintained in the janitorial room of the building . CONTRACTOR is to notify management of any supplies running low. EXCEPTIONS : The following equipment is provided for the CONTRACTOR'S use by the Dublin San Ramon Services District : - Regular and high speed buffer/floor machine - Vaccum Cleaner SUPERVISION AND INSPECTION Regular day time and night time inspections of the areas .covered by this Agreement will be conducted by the Foreman of the Maintenance Service to insure that all services are properly performed and to insure satisfactory levels of workmanship. To make certain that any problems that arise will be promptly taken care of, the CONTRACTOR will maintain a twenty-four (24 ) hour a day answering service, seven ( 7 ) days per week for the receipt of any complaints ; the telephone number for this is 462-0630 Community Center Manager of the CITY and CONTRACTOR shall arrange to tour facilities once per month during the term of this agreement on a day to be determined by the Community Center Manager in order to inspect the work done by CONTRACTOR'S staff . Working hours will be set by the City and are subject to change . Ample notification will be provided prior to any scheduled change . SECURING BUILDING CONTRACTOR shall be responsible to assure that no persons are left in the building prior to locking all doors, activating ; alarms and securing the building . CONTRACTOR shall report any property damage or vandalism to the Police Department at 829- 0566 . In the event of a major maintenance problem, CONTRACTOR shall call Park Maintenance Superintendent, Ken DeSilva at 846- 4565 . PENALTIES During the term of this contract, the sum of seventy-five dollars ( $75 . 00 ) shall be deducted from the monthly payment to the CONTRACTOR for each day the services outlined are not performed by the CONTRACTOR or his agent (s ) . COMPLIANCE WITH APPLICABLE STATUES, ORDINANCES AND REGULATIONS In performing the services required of it under this agreement, the CONTRACTOR shall comply with all applicable federal, state, county, and city statutes , ordinances and regulations . INSURANCE AND INDEMNIFICATION CONTRACTOR shall supply at his/her expense proof of a Janitorial Service Bond, covering CONTRACTORS employees which shall remain in effect for the term of this agreement. CONTRACTOR shall assume liability and pay all costs of defense, including legal fees and court costs, and hold the City harmless from loss , damages , costs or expenses caused by any negligent or wrongful acts , errors, or omissions of CONTRACTOR'S- officers , employees and .agents which may occur in the performance of the terms , duties and obligations of this Agreement. CONTRACTOR shall provide a certificate of insurance to the City, to be included as part of this Agreement, which will give evidence of general liability insurance of not less than $1 , 000 , 000 . 00 for personal injury, accidental death and property damage ; and further provide to the City a Certificate of Insurance, which gives evidence of automobile liability insurance coverage of not less than $1, 000 , 000 . 00 for personal injury and accidental death, and $50 , 000 . 00 for property damage per occurrence . City shall be named as an additional insured in any such liability insurance policy. CONTRACTOR shall pay all premiums for said insurance . CONTRACTOR shall also provide the City with a certificate of insurance, to be included as part of this Agreement, which will give evidence that employees are covered by worker' s compensation insurance . All certificates of insurance which are a part of this Agreement shall be approved by the City Manager and City Attorney as to . form and content . COMPENSATION The CITY shall pay the CONTRACTOR at the rate of 852 .46 per month for the services herein agreed to be performed. The CONTRACTOR will send a bill to the City at the end of each month and the City shall make payment within twenty (20) days of the billing date . CONTRACTOR' S AGREEMENT NOT TO ASSIGN The obligations and benefits of contractor may not be sublet or assigned by Contractor without the prior written approval of the City Council . Any agreement shall not, nor shall any benefit or obligation thereunder, be assignable by operation of law without the prior written consent of the City Council . , TERM OF AGREEMENT The term of this Agreement shall commence on the lst day of July, 1984 , and shall continue in full force and effect thereafter until it is terminated by thirty ( 30 ) days written notice from either party to the other . The rate is a total figure for all services, proper equipment to perform the services, and the necessary cleaning supplies as needed. Services will not be performed on holidays in which City Offices are closed, except on a separately negotiated price for special holiday services . SEVERABILITY CLAUSE This Agreement shall be governed by the laws of the State of California . It constitutes the entire agreement between the parties regarding its subject matter. If any provision in this contract is held by any court to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in force . Executed at Dublin, California, on the day and year first written above . CONTRACTOR BY: Bill R. Mayfield, Barry ' s Janitorial CITY BY: Peter Snyder, Mayor ATTEST: City Clerk